Yesterday, the Board discussed their 2014 project priorities at a workshop. The following is what they agreed on for a vote of confirmation at a regular meeting.

Introduction: The Board of Trustees met in a workshop on February 4th to discuss staff work task priorities over the next year. This report summarizes the board’s consensus. We will use this information to complete our Capital Improvements Plan, which will also include projects to be completed for years beyond 2014. I want to add one commitment that I did not discuss yesterday because I still had more information coming in. As to the T Mountain/Ball Flats drainage issue, I don’t see how the Town can fund the drainage improvements of that scope with its revenue stream in the near future. The problems are more complicated than some might have been led to believe and will require expert analysis before we embark on moving any ground and rerouting water. We don’t want to proceed without knowing we are doing the right thing. Drainage issues are tricky and can be complex to solve in areas with terrain variations. We don’t want to do improvements that result in new problems for private property owners, I will commit to sending out notices to the affected parties this spring and meeting with them over the summer regarding options for remedies and planning how to move forward with a resolution. DOLA will assist us with financing options for the needed drainage remedies. That way, we may be able to bring at least the first phase of a worthy project forward for the 2015 Work Program. I understand mosquitos are a problem because of standing water and wet soil and we can propose an affordable plan to treat that problem this summer.2014 General Time Line The Town/staff work tasks are listed as follows:Immediate: 3 months of this remaining termTransition: within next 6 months2014 Year End: through to the next board work session in January 2015 These recommendations are in order of priority.PRIORITY #1. Water and Wastewater Compliance in response to demands from the Colorado Department of Public Health and Environment (CDPHE)Water: The state has reclassified our existing wells from “groundwater” to “groundwater under the direct influence of surface water (GWUDI)” a designation that carries a higher risk of contamination. The reclassification occurred because of a CDPHE decision to re-examine the construction parameters of existing well construction, such as distance from a surface water source. They also reviewed a series of tests they asked us to conduct over the summer of 2012, which included temperature and conductivity testing of the well water and the water in Henson Creek. Here is the course of action we are currently pursuing: Stage 1 – Simultaneously: 1. Look into and if feasible, propose upstream water monitoring as a way to gage environmental conditions that could influence water quality; and if found, be able to treat water in response to actual problems. 2. Retest next summer with an independent testing service to see if the problem identified previously (over only one summer) is really present. 3. After test wells have been completed (will be done this week), determine if there are well sites that can replace existing wells that do not qualify for the surface water influence designation. Stage 2 - If 1, 2, and/or 3 aren't accepted by CDPHE as a resolution, we will have to look building a treatment plant. This option will be very expensive and very involved because we will have to size the plant to meet future high season demand. We now have several water sources that enter the water system in different locations and our delivery system will have to be reconfigured to deliver all water to the treatment plant location.Timeline for Stage 1 Implementation: January 2014 – Test well completed February 2014 WELLS – Send water and soil samples from test wells to HRS Water Consultants, Inc. Their staff will analyze the results and give us recommendations as to possible replacement wells that will meet CDPHE’s new interpretation of groundwater wells. We anticipate this will take 4 to 6 weeks. MONITORING – If the Trustee’s agree and CDPHE will consider monitoring as a resolution, staff will begin to pursue a feasibility, site location and cost study for upstream monitoring. We expect such as study to take four to six weeks. March 2014 WELLS – If new wells would better address our compliance requirements, staff will develop an RFP for engineering services to complete bid-ready well facility plans including any distribution system modifications needed. If we are required to modify the distribution system in a certain area, we will consider the cost/benefit and feasibility of also upgrading other lines and improving drainage as we go. Plan development may take 1 to 2 months. If we need to acquire land and/or amend our water rights to develop the well, we would start that process. MONITORING – We will discuss the results of the feasibility study with the Trustees and CDPHE and determine if such a system is worth pursuing. If so, we will prepare documents for bidding design and installation. April 2014 MONITORING – Prepare to bid out installation of monitoring system. RETESTING – If the CDPHE will consider retesting as a resolution, staff will work with Lake Fork Valley Conservancy to retest water over the summer season. May 2014 – WELLS – Prepare bid documents and put construction out to bid. MONITORING – Begin monitoring water quality upstream. June 2014 WELLS – Receive bids and work with contractor to begin drilling and well facility construction. Stage any distribution modification to make as many improvements as needed in the area and to minimize disruption to resident, tourist and business access. August 2014 WELLS – Upon completion of wells and distribution system modifications, cap off existing wells. September 2014 RETESTING – Complete retesting and discuss results with CDPHE.Stage 2 - If 1, 2, and/or 3 of Stage I aren’t accepted by CDPHE as a resolution, we shift our attention to options for water treatment. November 2014 If none of these options resolve our issues with CDPHE, we will need to start looking at a treatment plant location, sizing, design and funding in the fall.Sewer: The town received a phone call from CDPHE notifying Public Works that the Town needed to address emerging violations of its wastewater treatment facility Discharge Permit. The violation occurs due to intermittently high organic loading (waste material) during the spring months most likely due to sudden increase in use of the sewer system when seasonal residents return for the summer (e.g., flushing of RV tanks, opening of vacation homes, etc.). We will commence with upgrades to the aeration system to better process the spring organic loading event. 2014 Time Line: February 5 & 6 – County and Town sign application for modification to site plan application and staff distributes to CDPHE and appropriate entities. February 2014 – State will issue a determination on acceptable alternatives to achieve compliance. March 2014 – Staff will develop RFP for engineering services to modify the wastewater treatment plant to include an engineer’s recommendations for modifying our Discharge Permit to allow variable (seasonal) organic loading parameters for our plant. June 2014 - Bid out construction. Begin to work with CDPHE on integrating variable organic loading parameters into our Discharge Permit. We expect to receive our approved site modification application by June. This will allow us to apply for the needed amendment to our Discharge Permit. August & September 2014 – Anticipate late summer construction to modify our wastewater plant. Fall 2014 – CDPHE certifies compliance. We anticipate our Discharge Permit modification to be approved. PRIORITY #2 - Water and Sewer Line Replacement in the Downtown Area Downtown area water line leakage has been established at anywhere between 50%-88%[1] according to our Public Works Director. A more accurate and specific leak detection investigation is a next step to repairing leaks. Excessive amounts of water leakage results in unnecessary operation and maintenance cost for potable water that never reaches a consumer and just leaks back into the ground. Sewer lines were constructed of asbestos concrete pipe and video monitoring shows offset joints, pipe sags, sediment deposits, cracked pipes and protruding services. Besides age – the system was installed in the 1960’s – the deterioration of the pipe system is significantly caused by drainage problems. Ponding water infiltrates the soil and that movement causes additional stress on pipes. In order to solve the problem and prevent a possible failure of the system, we need to replace all the pipes and address the drainage issues simultaneously. We will also plan for installation of culverts in advance of possibly restoring the town ditch system. The culverts will be relatively inexpensive to install during this process and cap off for future use. If we wait, we would have to rip up the streets again and install them at considerable expense. Implementing this project will cause disruption to town businesses and everyone’s ability to get around town. Staff will work with DIRT and the Chamber of Commerce to plan construction phasing so we maintain good access to businesses during the process and keep disruption of around town traffic to the absolute minimum.2014 Time Line:Immediate: 1. Staff will prepare a comprehensive work program with options for this project and bring it to the board for review and comments. 2. Apply for April Tier 1 Energy Impact Grant for final construction engineering.Transition: 3. Working with professional advice, staff will secure cost estimates for the board’s preferred options. Financing and phasing options will be identified and brought to the board for review and approval.2014 Year End: 4. Based on the preferred implementation plan of the Board, staff will begin preparing financing applications and RFPs for final design in preparation for going out to bid for first phase improvements. 5. Staff will work with DIRT and the Chamber of Commerce to begin to plan for business access and minimal impact of construction on summer seasonal events and tourism.PRIORITY #3 – Replace the Generator at the Pump House Our current pump house generator is too small to handle its mission of allowing pumping of water to the town to continue should we lose power. We need to purchase an appropriately sized pump to allow us to provide water when longer power shortages occur. 2014 Time Line:Immediate/Transition: 1. Determine costs of replacing generator.2. Identify and pursue funding options for generator.3. Purchase new generator and have it installed as soon as possible.4. Relocate present generator to another public purpose location appropriate for its size or store until needed for another purpose.PRIORITY #4 - Master Recreation Plan Staff will participate in and facilitate a community based process with the Community Recreation Committee (CRC) to hammer out the final details for the community’s vision so that we can collaboratively start seeking funding and build the facilities our community members and visitors can use and enjoy. The CRC will sponsor the process and process the communities input for distribution to the agencies. Agencies will be asked to check in and comment through the process. The result will be community-based Master Recreation Plan. 2014 Time Line: Immediate: 1. Start community recreation plan process in conjunction with CRC in collaboration with other agencies. 2. Apply for GOCO planning grant during the March cycle with the goal of using it to required fund geotechnical, engineering, and other studies; and to assist in funding construction drawings to prepare for a “shovel ready” GOGO Local Parks and Outdoor Recreation Grant in the August grant cycle.Transition: 3. Wind up community planning process. 4. Town, County, School District and CRC work through operations, maintenance, staffing analysis and funding, capital funding plan. 5. Work with collaborative agencies (County, School District and Town) to achieve consensus on community recommendations. 2014 Year End: 6. If funding is available (GOCO planning grant). Move ahead with project selected by Town though construction drawings. 7. Apply for a “shovel ready” project during the August GOCO cycle.PRIORITY #5 - Armory ADA[2] Compliance The decades past have seen a number of options to address Armory ADA compliance as well as to expand the Armory to provide for other desires such as a kitchen, bigger weight room, a community meeting room and more staff. In 2011, the Trustees voted to approve an expansion plan for the Armory and there has been money put away each year to pay for any improvements that the Trustees elect to move forward on. With the evolving needs of the community, the CRC has revisited the needs and desires of the community through the lens of joint use opportunities between the County, School District and Town. The Armory’s role in that plan is under review to see how it fits in with current community vision, desires and needs. However, there remains a current and acute need to address the existing Armory’s ADA compliance and facility upgrades.2014 Time Line:Immediate: 1. Staff pursues options and costs for constructing a one story addition off the back of the building to meet immediate needs for the bathrooms, a kitchen and also bring the electric system up to date, make structural improvements, improve the entrance to the Armory, and make very modest aesthetic improvements to the Town Hall Entry. All improvements would be made in such a way as to not preclude two-story expansion plans if they are desired and/or needed in the future. Present to BOT at February 19th meeting for approval. 2. Trustees review staff recommendations and alternatives. Trustees choose a scenario that we can do this year and authorize staff to pursue construction drawings and bids.3. Apply for Tier 2 Energy Impact grant for construction from DOLA in April. Work with CRC to solicit matching funds to the full cost of improvements. Transition: 4. Staff pursues project with the objective of commencing and completing construction so that the school can continue to use the Armory through this school year and next.2014 Year End: 5. Complete ADA compliance and immediate needs for the Armory this year, preferably early summer for opening in July. Depending on the amount requested, DOLA funds may require waiting until August for fall completion.PRIORITY #6 - Covered Ice Rink /Multi-Purpose Outdoor Recreation and Event Pavilion 2014 Time Line:Immediate: 1. Test CRC Pavilion proposal in community planning process facilitated by Town Manager and sponsored by CRC and the three collaborating agencies.Transition: 2. CRC does analysis of operations, maintenance, staffing analysis and funding, capital funding plan. Each entity reviews and comments.2014 Year End: 3. Put agreements into place to ensure operations, maintenance, staffing costs are covered going forward. 4. Move ahead on construction plans and permitting for community preferred/Trustee approved plan (assuming it will be on Town property. 5. Apply for GOCO LPOR grant for partial construction costs. 6. Community groups raise matching funds from private donors.PRIORITY #7 - Bike Trails at Ski Hill Bike trails were planned for the ski hill in October of 2013. Staff will establish a meandering bike trail on the current ski hill property that uses existing terrain features and doesn’t impact winter activities.2014 Time Line:Immediate: 1. No actionTransition: 2. Begin physical work of trail creation in the spring of 2014 using volunteer labor along with paid staff and youth corp.2014 Year End: 3. Complete the entire project this year as time and volunteer availability allows. PRIORITY #8 - Town Park Seating & Garden Improvements2014 Time Line:Immediate: 1. Ben will provide a scaled site plan of the area, Leslie will draw a plan for review and approval by the Board of Trustees.Transition: 2. Improvements will be installed as weather permits with volunteer labor and donated materials2014 Year End: 3. Community members and guests enjoy the new space.PRIORITY #9 - Improve breadth, depth and clarity of public information and engagement2014 Time Line:Immediate: 1. Begin more detailed agenda format, use multiple medias to publicize town news.Transition: 2. Begin to expand information on website.2014 Year End: 3. Continue to respond to community and assist the public in their requests to Town government.Backburner projects – to be completed as time, space, funding and volunteers allow 1. Codification 2. Resolution of Community Plan and Adoption of Land Use Code revisionsProjects to be completed in 2014 1. Marijuana Sales Options and Trustee Decision – March 5 BOT Agenda 2. Dust Control – March 19 BOT Agenda 3. RFP’s for audit services – recommend for 2014 audit, secure services this fall.Projects slated to be done in 2014 (FYI – no need to prioritize): 1. Repair water leaks in 3 fire hydrants as soon as ground thaw permits. 2. Make sure all meters are installed and operating, begin monitoring water use to determine possible private line leakage. 3. Caselle account software conversion 4. April Election 5. Yield Signs in downtown at intersections with heavier pedestrian traffic. 6. Stump disposal and tree spraying as funding permits. 7. Install yield signs at 5th and Silver Streets. 8. Ditch rehabilitation from the head gate to 2nd street. 9. Town Manager to begin planning with T Mountain/Ball Flats neighborhood for drainage improvements.Projects Reserved for 2015 and beyond – will be included and scheduled in the Final Capital Improvements Plan 1. T Mountain/Ball Flats Drainage Improvements 2. Replacement of water/sewer lines, road drainage improvements and surfacing outside of the downtown area 3. Other recreation facilities identified in the Master Plan. 4. Expansion of Round Top Mountain facilities. 5. Replacement of existing facilities as needed.[1] 88% was the determined leakage rate for the entire system in a report by Short Elliott Hendrickson, Inc. in September of 2012 in the Preliminary Engineering Report for 2011 Utility Reconstruction.[2] Americans with Disabilities Act